Annual Review Process – 2008
Information for Candidates,
Supervisors, Graduate Research Coordinators and Heads of Schools
1. What is the annual review?
Each year research higher degree candidates and their
supervisors are asked to review candidates’ progress for the year. The review
allows an opportunity to discuss achievements and any difficulties that may
have been experienced over the past twelve months, as well as an opportunity to
discuss plans for the coming twelve months. Submitting an annual review of
progress is compulsory in order for candidature to continue.
2. How does it work?
Candidates
The 2008 process is similar to previous years with both candidates and supervisors completing the relevant part(s) of the annual review form. Candidates will download their personalised annual review form from the website: go to http://www.studentcentre.utas.edu.au, then login to eStudentCentre and choose 'Review' from the menu. Information currently held by the Graduate Research Office (GRO) will be pre-printed on part A of the form. Candidates are required to complete part B of the form.
Supervisors
Primary (first named) Supervisors will download an annual
review form from the web (Part C and D) and complete part C for each candidate
for whom they provide supervision. Supervisors and Graduate Research
Coordinators (GRC) can obtain summaries of their candidates’ information from
the USRS (student system). The annual review forms and explanatory information
are available here:
Download Annual Review Parts C & D (Word 396KB)
A meeting will be scheduled for each candidate and their
supervisor(s) with the Graduate Research Coordinator and/or Head of School (HoS)
at which Part D is completed. Prior to the meeting, Candidates and Supervisors
will provide the Graduate Research Coordinator and each other with their
completed sections of the annual review. The Primary (first named) supervisor
is required to participate in the meeting. Other supervisors are encouraged to
participate where possible, practical and appropriate and to sign off to
confirm our supervisory records.
Where one or more party is located interstate or overseas,
the meeting may be conducted by telephone, video conference or email. Part D
will need to be completed with the parties indicating their agreement by
signing the document via fax or scanned document.
The Candidate and the School should keep a signed copy of
the completed review.
The original completed, signed form containing parts A, B, C
and D are forwarded as a single document (in hard-copy) to the GRO, Private Bag
105, Hobart.
Annual reviews should be completed and submitted by 22 October 2008.
3. Who needs to sign the annual review?
Completed annual reviews must be signed by the candidate,
their Primary (first named) supervisor, the Graduate Research Coordinator
and/or Head of School. If the entire team signs then we can confirm our
supervisory records.
The Head of School may notify the Dean of Graduate Research
through the Graduate Research Office that either the Graduate Research
Coordinator for their School or another senior staff member (eg Head of
Discipline or CRC) will be approving annual reviews on behalf of the Head of
School. Graduate Research Coordinators cannot however approve changes to
supervisory teams.
For outcomes of C or D, the Head of School must sign
the annual review form to ensure that appropriate action may be taken in
accordance with the procedures and rules of higher degrees (see http://www.research.utas.edu.au/gr/policies/index.htm).
Note: Where the Head of School is the Supervisor,
then the Consultant appointed to the supervisory team must participate
in, and sign, the annual review.
4. Which candidates must have an annual review?
The Graduate Research Office will provide Heads of Schools
and Graduate Research Coordinators with a spreadsheet of all Candidates for
their School who are required to complete an annual review of progress.
The list will include all current candidates either
continuing their enrolment or enrolled for the first time prior to 1 April 2008.
Candidates who are currently on suspension will be required to complete an
annual review upon their return to study.
Exceptions
Candidates who have enrolled for the first time on or after
1 April 2008 may submit their preliminary research plan in lieu of an annual
review. Candidates under this exception, and their Schools, will be notified
and provided with the preliminary plan form.
Candidates who have submitted their thesis for examination
will not be required to complete an annual review.
5. What about candidates who have only just
submitted their 2007 review?
The late submission of an annual review for a previous year
is not grounds for exemption from the annual review process. All current
candidates will be required to submit an annual review as outlined in point 4
above.
6. What happens after the annual review is
submitted to the Graduate Research Office?
The Dean of Graduate Research reviews all annual reviews.
The Dean gives very careful attention to cases where research has been
interrupted and may seek a progress report, prior to the next annual review, to
ensure that the candidature is progressing and that factors that have affected
study have been resolved. The Dean may implement the Case Management Procedure
for candidates whose annual review outcome is assessed as ‘C’. For more
information on this procedure, refer to http://www.research.utas.edu.au/gr/policies/index.htm
Candidates will receive an email confirming that the Dean
has received their annual review and notifying them should a progress report be
required.
7. Supervisor Access to candidature summaries on the USRS (student system)
Staff with ‘Ordinary’ level access to the student system can obtain candidature summaries under menu option 'Graduate Research Reports' then option 'Print General Info'. Most Academic, School and Faculty staff have at least this level of access. Staff can check their access details with the Student Centre, by contacting Frances Wayman 2942 or Emma Woolford on 7194.
Alternatively, Graduate Research Coordinators have access under the USRS to print all candidature summaries for a School by entering their Department code(s), eg KZA.
8. Further information
For further information about the Annual Review contact your
Graduate Research Coordinator or contact the Graduate Research Office by
emailing Candidature.Services@utas.edu.au
or phoning 03 6226 7495.
Annual Review Process – 2008 - Chart
